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HomeMy WebLinkAbout2007/05/01 Item 20 Boards & Commissions Overview Board I Commission Name Board of Appeals & Advisors Issue I DescriDtion As per Council Policy 110-02 membership is Full Council intelViews. This has never been practiced. The Board was created in Title 2 but several sections of Title 15 purport to "re-create" this board. Chapter 2.26 lacks clarity on the functions and duties of the Board, but also duties in hearing appeals. Current Practice Mayor nominated I Council approved in Municipal Code City Clerk's Recommendations Change policy to Mayor nominated I Council approved Amend to eliminate the "re~creation" in Title 15 and have those sections refer to Title 2 CVMC 2.26 in the creation. Also amend Chapter 2.46 to clarify the duties and functions. Subcommittee Recommendations Concur - consistent with most other Boards & Commissions. Concur 2 Board of Ethics Propose that the Legislative Subcommittee contact retired Judge(s) to make appointments to the Board. Clarify nomination process. Board of Ethics believes the Council should not make appointments due to possible complications. Chapter 2.28 includes the City's general Code of Ethics rules. This should not be part of the Board of Ethics Chapter 2.28. Full Council Interviews. Has not used a Presiding Judge since Judges believe it creates a potential complication if the Judge has to review a Council member's or any City employees conduct. Remove Presiding Judge process and change to Full Council Interviews in order to reflect current practice. Remove this and separate it out to its own Chapter 2.01 entitled Code of Ethics to be consistent with the City's Conflict of Interest Code which is the foUowina Chanter, 2.02. Concur 3 Economic Development Commission Currently inactive but has 2 members, one voting and one ex-officio. 80th will term out 6/30/07 Propose that this be considered after a newly constituted CVRC Board has been established. Unclear if Council plans to reactivate this Commission. 4 Clarify nomination process. Board of Library Trustees (Charter) Change # of members. Practice has varied over the years. It has been full Council interviews and it has been Mayor nominated / Council approved Charter currently states "appointed by City Council" but Council Policy 110-02 states City Council shall interview for Library Board of Trustees 5 Members Change policy to Mayor nominated / Council approved on the basis of past practice The Board of Library Trustees agrees and recommends to increase the total number of members to 7 Concur - will be consistent with recent past practice Concur Concur 5 Charter Review Commission Clarify nomination process process Q) ~ ~ , Mayor nominated / Council a roved Mayor nominated / Council a roved - Prepared by S.Bigelow (City Clerk) and J.Quijano (Office of the Mayor) 412512007 Page 1 6 Board I Commission Name Child Care Commission Issue I Descriotion Clarify nomination process Current Practice Mayor nominated I Council approved City Clerk's Recommendations Mayor nominated I Council approved Subcommittee Recommendations Concur 7 No changes - implement into General Rules Concur Civil Service Commission (Charter) Full Council Interviews with specific requirements as per the Charter. 2 members are nominated and appointed by City Council directly; 2 members are nominated by the employees and nominations are sent to City Council for selection; the 5th member is appointed by City Council from a list of 3 nominations by the 4 thus appointed commissioners. Implement into General Rules Commission on Aging Concur 8 Clarify nomination process Ordinance states each council member appoints 1 member each for a total of 4. It has never been practiced this way Mayor nominated I Council approved Mayor nominated I Council approved 9 Clarify nomination process Concur Cultural Arts Commission Mayor nominated I Council a roved Mayor nominated I Council a roved Design Review Committee 10 Change Name. It is the only one of the 22 groups designated as a committee. The name change was approved by the DRC and the Planning Commission. The Planning Commission oversees the DRC. Clarify nomination process Move its location in the Municipal Code Design Review Committee Mayor nominated I Council approved Currently located in Title 19 Chapter 19.14 in Zoning Design Review Board (DRB) Mayor nominated I Council approved Move into Chapter 2.49 under Administration & Personnel where the other Bds/Comm are located Concur Concur Concur 11 Clarify nomination process Concur GMOC Mayor nominated I Council a roved Mayor nominated I Council a roved 12 (PENDING) Healthcare Commission Mayor nominated I Council approved Will include 2 licensed health care professionals Will consist of a total of 5 members Concur 13 Housing Advisory Commission Clarify nomination process Concur Mayor nominated I Council a roved Mayor nominated I Council a roved 14 Human Relations Commission Clarify nomination process ')~ ~ y~ Mayor nominated I Council a proved Mayor nominated I Council a proved " J Prepared by S.Bigelow (City Clerk) and J.Quijano (Office of the Mayor) 4/25/2007 Concur Page 2 15 Board I Commission Name International Friendship Commission Issue I DescriDtion Clarify nomination process Current Practice Mayor nominated I Council a roved City Clerk's Recommendations Mayor nominated I Council ap roved Subcommittee Recommendations Concur 16 Mobilehome Rent Review Commission Concur For unknown reasons, this process was never adopted by ordinance and codified in the Municipal Code. Mayor appoints 1 member and 2 ex-officio officers. Each council member appoints 1 member each No member shall own or be a tenant in a mobllehome park Codify appointment process 17 Nature Center Board of Trustees Concur Clarify nomination process Change # of members Mayor nominated J Council approved Min. of 5 to a max. of 9 Mayor nominated I Council approved The Nature Center Board of Trustees request that the total number of members be established as 7 Concur 18 Parks & Recreation Commission (Charter) Concur - consistent with practice used for Planning Commission Clarify nomination process. Council Policy does not include this to be full council interviews even though it is part of the Charter and long standing practice has been full council interviews dFull Council interviews **FuJl Council Interviews 19 Planning Commission (Charter) Concur - consistent with practice used for Parks & Recreation Commission No change - implement into General Rules **Full Council Interviews - there are 5 ecific re uirements Implement into General Rules 20 Concur Resource Conservation Commission Clarify nomination process Chapter 2.32 creates the Commission but also includes the procedure for reviewing historical site permits. Mayor nominated I Council approved Mayor nominated I Council approved The procedures on review of historic site permits should be removed from this section and relocated in the Municipal Code section that is related to land use orocedures. 21 Safety Commission Concur Clarify nomination process Voted in June 2006 to change name to Traffic Safety Commission. Commission deals with vehicular & pedestrian safety issues rather than safety in general. Appointed by City Council Safety Commission Mayor nominated I Council approved Council approve name change to Traffic Safety Commission Concur 22 Veterans Advisory Commission Concur Clarify nomination process Mayor nominated I Council a roved Mayor nominated I Council a roved Q~ 10 ~b VJ Prepared by S.Bigelow (City Clerk) and J.Quijano (Office of the Mayor) 4/25/2007 Page 3 23 Board I Commission Name Youth Advisory Commission Issue I Description Commission is set to expire April 2007 Current Practice City Clerk's Recommendations Allow this to expire and Council Policy 110-05 be rescinded. Recommends that this be reconstituted as other than a Board or Commission in order to provide flexibility in the rules that define this group's organization. Subcommittee Recommendations Concur Possible name change to Youth Action Council Change membership to allow CV residents (regardless of where the school they attend is located), be a high school student (10th - 12th grade), serve one-year renewable terms from July 1 - June 30, allow more than one student per school to participate and have selection process guided by the school's ASS, administrator or open process. Maximum of 2 students from the school that originally made the appointment. The program would focus on meeting during the school year, have community service (ie ~ Beautify CV, Animal Shelter, Nature Center, Earth Week etc), and have a city government education component such as attending council meetings, shadow City officials, historic surveys, ride-alonQs etc. General Ucdates A City Clerk recommends to adopt consistent general rules governing all boards and commissions, unless the Charter or a specific purpose requires otherwise, and place them in one location for easy reference. Currently some rules are drawn from the Charter and some from Council Policies. The general rules will clarify confusion about quorum requirements, the intent of entire membership and qualified elector, the effective date of taking office in order to determine the length of service in un-expired terms. The general rules will include basic information regarding appointments, terms, holding meetings etc. This portion will be removed from the individual commission information in the Municipal code book. The Municipal code book will still include the specific information to each commission such as creation, purpose, definition (if applicable) intent, functions & duties, membership, etc. Subcommittee concurs with City Clerk's recommendations. ~" t.) ".." , /- Prepared by S.Bigelow (City Clerk) and J.Quijano (Office of the Mayor) 4/25/2007 Page 4 General Updates B City Clerk recommends to rescind Council Policies 110-01 to 110-14 and incorporate the language covered by these policies into the Municipal Code as appropriate. Many of these policies overlap and are inconsistent with the Municipal Code. This will reduce inconsistencies and redundancies in the policies governing boards and commissions and will reduce the number of locations one must search to determine the applicable law or policy governing the Board or Commission. Subcommittee concurs with City Clerks recommendations. Council Policies 110-01 and 11 O~02 Council Policy 110-03 Council Policy 110-04 Appointment and Selection Keeping Track and "Enforcement" of Meeting Setting Two-Consecutive Term Limits Council Policy 110-05 Council Policy 110-06 Council Policy 110-07 Reappointments to the Youth Advisory Communications by Board or Commission Commendations for Outgoing Board or Commission members Recommendation: Rescind and incorporate into General Rules Recommendation: Rescind and incorporate into General Rules Recommendation: Rescind and rules implementing the Charter section 602 two consecutive term limit provision be placed in the General Rules See Youth Advisory Commission recommendations above Recommendation: Rescind and incorporate into General Rules Recommendation: Retain without amendment in the Council Policy Manual. Is the policy commending outgoing board and commission member for their public service. Recommendation: Rescind and have all boards/commissions be governed by the proposed new General Rules that allow to call special meetings as necessary in addition to their regular meetings Recommendation: Amend CP to change the name to Traffic Safety Commission, to clarify hearing procedures and to make other changes as necessary to clarify the roles of City Staff and Commissioners Recommendation: Rescind and description of allowable expenditures be set forth in the Municipal Code (CVMC 2.38) which establishes the Commission Recommendation: Rescind and incorporate into General Rules Council Policy 110-08 Planning Commission Authorization to Meet on Mondays Council Policy 110-09 Delegating Additional Authority to Safety Commission Council Policy 110-10 Expenditure of "Official Receptions" Funds by International Friendship Commission Requiring Tapes of Meetings to be Retained Until Minutes Are Approved Sponsorship of Non.Profit Organizations Recommendation: Retain but rename to remove the reference in the title to the "boards and commissions system of the city" and renumbered to include it in a more appropriate place in the CP Manual. Recommendation: Rescind and incorporate into General Rules Recommendation: Rescind and incoroorate into General Rules Council Policy 110.11 Council Policy 110-12 Council Policy 110-13 Council Policv 110-14 Business Cards for Boards and Commission Members Activitv Reoorts bv Boards and Commissions C The Planning Commission is mentioned as part of Title 2 in the Municipal Code. The City Clerk recommends to add the Board of Library Trustees and and Civil Service Commission as part of Title 2 in the Municipal Code to be consistent with the Planning Commission. The City Clerk recommends providing Parks & Recreation with their own chapter number since Parks & Recreation is mentioned as part of Title 2 under 2.16 Library & Recreation and it should be separate. Subcommittee concurs with City Clerk's recommendations D Some Boards and Commissions have the authority to appoint subcommittees while others do not. The recommendation is to give all Boards and Commission the authority to appoint subcommittees and the language will reflect in the General Rules. Subcommittee concurs with City Clerk's recommendations E "Full Council Interviews overview for Planning Commission, Parks & Recreation Commission and Civil Service Commission. Each councilmember individually reviews all applications on file for the past 2 years. Each Councilmember may select as many applicants as he/she wants and submit recommendations to the City Clerk. The City Clerk tallies the submissions for individuals nominated by at least 2 Councilmembers. Interviews are scheduled by the Executive Secretary to the Mayor & Council. Interviews are done in public by a full panel of the Mayor and all Councilmembers. Applicants are brought in one by one to be interviewed. A nomination is made, seconded, and then voted on until a decision is made. J \ \..--; h Prepared by S.Bigelow (City Clerk) and J.Quijano (Office of the Mayor) 4/25/2007 Page 5 ( '-"-